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HomeMy WebLinkAbout06-19-2012 C2 StanwyckAGENDA CORRESPONDENCE , RECEIVED Date`° JUN 19 2012 44". council m cm oRAn 6 l CITY CLERK Date: June 18, 2012 TO: City Council FROM: Shelly Stanwyck, Parks and Recreation Director VIA: Katie Lichtig, City Manager 101" hard copy. ermstl• 13 COUNCIL o CDD DIR O CITY MGR 13 FIT DIR 0 ASSTCM G FIRE CHIEF o ATTORNEY o PW DIR • CLERK/ORIG o POLICE CHIEF • PIB o PARKS & REC DIR • UT1L DIR • HR DIR • COUNCIL • CITY MGR • CLERK SUBJECT: C -2: Council Question Regarding Proposed Seahawks Contract In preparation for Item C -2 Council Member Carter asked what sort of comparison information do we have for comparable swim team contracts elsewhere? Staffs Focus When Preparing the Proposed Agreement When preparing the report for the Seahawks contract for use of the SLO Swim Center staff did not research comparable swim team contracts. The primary reason being that the existing contract had a renewal term for an additional period of five years. The focus of staff's efforts was to memorialize the operational practices at the SLO Swim Center given the September 2012 retirement of Aquatics Supervisor Robin Perrin (who has been the sole aquatics supervisor for the pool since its opening over 30 years ago). City Fee Recovery Policy for Youth Activities The City's 2011 -13 Financial Plan contains policies regarding User Fee Cost Recovery Goals. Section G, page B -9, discusses the policies applicable to recreation programs and states that overall cost recovery for youth activities should be relatively low. Aquatics activities are placed in the Low -Range Cost Recovery Activities with a target of 0 to 30% cost recovery. The Seahawks contract as presently proposed would fall within that range. Swim Clubs in San Luis County Presently in the County of San Luis Obispo there are only two swim clubs which use municipal facilities. Those include the Seahawks and the North County Aquatics Club; serving swimmers in North County at the Paso Robles Municipal Pool. There are other swim clubs in the County, e.g. Puma, which utilize private gym or country club facilities and their agreements were not available to staff. Reminder about the SLO Swim Center's Other Primary User It is common for school districts and cities to have joint use agreements for the shared use of facilities. As Council members probably recall, the SLO Swim Center is subject to a Joint Use Agreement with the San Luis Coastal Unified School District. Sinsheimer Park, the Swim Center, and other facilities in the Park are on school district property and the two entities have had a joint use agreement since 1952. As part of current Joint Use Agreement, Section 5.5 states as follows: The District shall use the athletic facilities in Sinsheimer Park, specifically the baseball stadium, tennis courts, swim center, and Throop Park without charge for maintenance, June 19, 2012 Council Meeting Item C -2 Seahawks Contract Page 2 repair, or utilities. This is in consideration of the District making the land available upon which these facilities are constructed. This agreement is very different from that of Paso Robles. The City of Paso Robles Staff was able to locate what we believe to be the current Paso Robles Joint Use Agreement and Land Lease governing the use of its municipal pool. The Paso Robles Municipal Pool was developed jointly with the County of San Luis Obispo (provided construction funds) and its School District (use of district property) and the City of Paso Robles (pool operations and maintenance). The main pool is used by the District and its subcontractor North County Aquatics 2005 -06 (the date of the staff report available online) was approximately 2075 hours with 1020 of those by the swim club. Paso Robles, pursuant to its adopted sports fee pricing policy charges only 25% of the maintenance and operation cost or $8.40 an hour. The agreement is silent as to what North County Aquatics pays the school district as well as with respect to swim meets and any "office" space use at the pool. Unfortunately staff was unable to determine at the time of the writing of this memo if those are the most current fees for the club and if they are comprehensive but it gives Council one comparison. The City of Santa Maria Another comparison is the City of Santa Maria which has an Memorandum of Understanding with the Santa Maria Swim Club (a very large and active club) for the use of the Paul Nelson Aquatic Center. It is effective January 1, 2011 through December 31, 2015. Pursuant to this Agreement in lieu of rental fees the Club will participate in the operation of the pool by paying annual sums which include the rental of office space. The total rental amount for 2011 was $10,000 and for 2012 it is $11,250. The club pays a sum equal to $2.50 per swimmer who is not a member of the Santa Maria Swim Club for swim meets that are two days or less in length. Seahawks Payments to the City of San Luis Obispo In calendar year 2011 the Seahawks used the pool 1250 hours and paid $9,944 in use fees, or $7.95 an hour plus $1,512 in rent for office space plus $4,135 for three swim meets. The use of the pool for calendar year 2012 is expected to be less given the anticipated closure for boiler replacement (which will be longer than last year's maintenance closure) however the Seahawks will still pay on a quarterly basis. Assuming the same hours as last year (they are fairly constant from year to year) of 1250 hours and a payment of $10,244, the hourly rate would go to $8.20 an hour plus $1,548 in office rent plus approximately $4,135 for three swim meets for a total payment of $15,927. Other Club Sports in the City One comparison staff did make when discussing the renewal of the Seahawks contract was to other youth club sports in the City. At this time, the Seahawks pay the most in fees and some club sports don't pay any fees. For example, Babe Ruth used Sinsheimer Baseball Stadium 1,430 hours in 2011 and paid $0; as Babe Ruth has a long standing agreement resulting from the organization's help in building the Stadium that states that the group would never pay to use the facility. In the middle was SLO Fire Soccer which paid $5,920 for 569 hours of use of Damon - Garcia. Staff intends to bring to the Parks and Recreation Commission in a study session in August on the topic of youth club sport uses of City facilities to get direction about how to proceed into the next financial plan.